What are the responsibilities and job description for the Executive Assistant position at California Western School of Law?
California Western School of Law invites applications for the position of Executive Assistant in the Business Office. Reporting directly to the Chief Financial Officer (CFO), this role provides high-level, one-on-one administrative and operational support in a fast-paced, professional environment. The Executive Assistant serves as a key point of contact for both internal and external stakeholders, acts as a liaison to the Board of Trustees and senior management team, and plays a vital role in coordinating executive initiatives, outreach efforts, and special projects. This position requires a proactive, highly organized professional who can work independently, manage competing priorities, and handle sensitive and confidential matters with the utmost discretion.
Primary Responsibilities (includes but not limited to):
- Executive Support
- Manage day-to-day activities of the Business Office.
- Assist in the CFO in preparing and organizing committee meetings by preparing meeting materials, drafting correspondence and contacting members, taking minutes, and other tasks, as assigned.
- Manage the CFO’s calendar of meetings and appointments; arranging travel plans and itineraries; and compiling agendas, background information, and documents for each engagement as needed.
- Work closely and effectively with the CFO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Act as liaison with board members, vendors, faculty, staff, and others, on matters related to the Business Office’s and CFO’s initiatives.
- Maintain copies of all Board of Trustees committee meeting materials and minutes utilizing an appropriate retention methodology.
- Plan and coordinate events including arranging facilities, venue, equipment, catering, presentations, announcements, attendance and materials for committee meetings and quarterly Business Office staff development training events and team building activities.
- Manage incoming calls and prioritize phone messages and visitors. Handle all calls and visitors with refinement, sophistication, and professionalism.
- Organize and prepare expense reports including check requests, business expense reimbursements requests and corporate credit card support expense reporting and documentation.
- Manage and maintain a centralized depository and filing system for contracts and agreements, insurance files, and financial policies and procedures for the school. This includes managing the storage room inventory and records management and purging items according to the school’s records and retention policy.
- Assist with sorting and routing all incoming mail daily, post outgoing mail and assist with deliveries as needed.
- Business Office Support
- Maintain an accurate record of incoming receivables (checks) by logging them on the internal deposit log daily.
- Assist in addressing outstanding stale checks and providing supporting documents for the escheatment process including preparing, printing, mailing and emailing uncashed check notices monthly.
- On a quarterly basis, work with the Marketing department to complete inventory counts to ensure the Business Office has accurate records of on-hand merchandise inventory.
- Maintain mailing lists and directories for multiple projects, agencies, and groups including internal directories.
- Support the Associate Director, Student Accounts & Budget with maintaining the CWSL Business Office website and student portal for Tuition Due Dates, Payment Options, Schedule of Charges, and Earned Tuition Schedule.
- Serve as backup to the Student Accounts Assistant in processing and posting payments for tuition, fees, and miscellaneous charges.
- Assist in the preparation and review of monthly financial reports and dissemination to department heads as needed.
- Generate month-end reports and complete month-end reconciliations as assigned.
- Assist with the preparation of the annual budget by scheduling budget review meetings, assisting with entering the monthly budget spreads into the general ledger and preparing budget guideline materials under the direction of the Associate Director of Student Accounts and Budget and CFO.
- Participate in department meetings and other committees, groups, and task forces as assigned.
- Participate in the interim and annual financial audit, internal audits, financial aid audits, in addition to agency audits as needed.
- Work with appropriate level of assistance, instruction and supervision.
- Perform, with team approach, other duties as assigned.
Minimum Qualifications:
- Bachelor’s degree required.
- Minimum of five (5) years of progressively responsible experience in a fast-paced, deadline-driven administrative support role.
- Prior accounting experience (1–2 years) preferred.
- Equivalent combinations of education and relevant experience will be considered.
- Experience in a higher education environment is a plus.
- Strong customer service orientation, with the ability to effectively navigate high-pressure situations.
- Demonstrated ability and genuine interest in working within a diverse community.
- Proven ability to collaborate effectively while contributing creative solutions.
- Highly organized, with the ability to manage multiple priorities simultaneously while maintaining strict confidentiality.
- Professional demeanor with strong interpersonal skills, sound judgment, and the ability to exercise tact and diplomacy.
- Exceptional attention to detail and accuracy.
Technical Skills:
- Intermediate level computer skills.
- Intermediate knowledge of computerized accounting systems (Microsoft Business Central a plus).
- Highly proficient with Microsoft Office Suite, including MS Word, Excel, Outlook, and PowerPoint.
- Knowledge of effective email and internet search properties.
- Aptitude for learning new technology.
Compensation: $75,000.00 - $80,000.00 Annual Salary
Factors in determining the appropriate compensation for this role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The higher end of the range will be considered for well qualified candidates. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the law school reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the law school anticipates paying for this position, based on internal equity and budget.
The law school offers competitive benefits for eligible employees, including, but not limited to:
- Generous employer contribution for Medical, Dental and Vision Insurance (depending on which plan/level the employee elects).
- 403 (b) Employer Retirement contribution of 8% (up to 8k per year) Fully and immediately vested.
- Company Paid Life and AD&D Insurance.
- Paid Long-Term Disability Insurance.
- Flexible Spending Plan.
- Paid Winter & Fall Breaks
- Additional 10 Paid Holidays
- Accrued Paid Time Off
- Wellness Programs
Perks:
- Little Italy/Downtown location for convenient access to great restaurants and after-hour activities.
- Free on-campus parking facilities provided.
- Employee engagement events are held both virtually and on-campus.
- On-Campus Convenience Store.
- Complimentary bottomless Specialty Coffee.
- Use of on-campus Law Library facilities.
Resume and Cover Letter Required.
APPLY NOW
Complete an application through the CWSL Career Center website at https://workforcenow.adp.com/jobs/apply/posting.html?client=35y2n&ccId=19000101_000001&type=MP&lang=en_US or visit our website at CWSL.edu and search Current Job Openings.
About us:
Established in 1924, CWSL is an ABA accredited and AALS member, non-profit law school located in downtown San Diego, California. CWSL has the distinction of being San Diego’s oldest law school. CWSL is the recipient of numerous community service awards, including the State Bar of California President’s Pro Bono Service Award, and the federal government’s President’s Higher Education Community Service Honor Roll. The law school is also home to numerous outstanding programs, including the Innocence and Justice Clinic, Community Law Project, and New Media Rights Program. The faculty are dedicated to teaching, research, and service to the community. Detailed information is available at https://www.cwsl.edu/
California Western School of Law is committed to using the law to prevent and solve human and societal problems. In conjunction with our mission - to train ethical, competent, and compassionate lawyers, representative of our diverse society and equipped to use the law effectively and creatively on behalf of all members of society - we value a rich diversity among our students, alumni, faculty, and staff, as well as in the larger communities of which we are a part.
The law school is an Equal Opportunity Employer dedicated to excellence through diversity. The law school provides reasonable accommodations to qualified applicants with disabilities upon request.
Salary : $75,000 - $80,000